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How to become a supply partner
Follow these steps and use our tools to understand the process of how to become a Sydney Water supplier and do business with us.
1. Tell us you're interested
If your organisation is new to Sydney Water or your ABN has changed, you'll need to complete self-registration through our digital platform, SAP Ariba. This is the first step in letting us know you're interested in becoming a supply partner. It helps us understand your experience, capabilities and commitment to working with us to deliver high-quality services.
Follow our step-by-step guide on expressing an interest to be a supply partner.
2. Register to take part in sourcing events
Once you've set up your supplier profile, we'll send you an invitation to register as a bidder contact in SAP Ariba. Follow these simple guides:
- Logging in or signing up to SAP Ariba shows you how to access Ariba and pick the right account type for working with us.
- Reviewing our policies and finishing your registration tells you what you need to do to be fully registered, including reading and agreeing to our policies and Supplier code of conduct.
Your account will be officially linked with us and you'll be ready to take part in sourcing events.
3. Manage your account
Once you're registered, you can respond to supplier questionnaires and take part in sourcing activities like quotes and tenders. These quick reference guides will help:
- Accessing supplier questionnaires and sourcing opportunities – how to find new supplier forms and sourcing events.
- Responding to supplier questionnaires and sourcing opportunities – steps for submitting your information.
- Supplier System Administration Process Guide – for account administrators to manage users, settings, and routing.
Note: If your ABN changes, you'll need to submit a new self-registration.
4. Respond to opportunities
You'll find all our open tenders listed at:
- buy.nsw Supplier Hub
- Current tenders on this website
- Supply Nation (members only)
Each event has its own instructions. Read them carefully so you know what's needed. Find out how to submit a response from Responding to supplier questionnaires and sourcing opportunities.
We assess suppliers based on set criteria and will notify you of outcomes. If you're awarded a contract, you'll need to sign it electronically using DocuSign. Watch this video guide on how to sign a document via DocuSign.
5. Get set up to trade
To work with us after self-registration and registration, you'll need to:
- Get prequalified. This helps us check if you meet our standards for competency and capability, based on the risk level of the goods or services you offer.
- Complete onboarding. Once you've been given work, we'll ask you to fill out a short form with your bank and payment details. This gets you set up in our finance system and connects you to our main platform for orders and invoices (SAP Business Network).
6. Get ready to transact with us
We use 2 main channels for transacting with our supply partners:
- purchase order (PO)
- credit card,
which are governed by our Procurement Policy. In general, suppliers will be engaged through a PO. Credit card is only allowed within set tolerances and business rules.
You must not provide goods or services until you have received a PO from us. If you have not received a PO and are ready to supply, ask your Sydney Water contact to get a PO raised.
| Guide |
What it's about |
|---|---|
Processing your first Sydney Water network PO |
The first PO transmitted through the network is our vehicle to request a trading relationship with most of our suppliers. Follow this guide for steps on how to process your first Sydney Water network PO via interactive email, complete the mandatory one-time set-up and establish a trading relationship with us. See the System administration guide for general information on managing your account. |
Follow this guide to understand the factors that can affect how you process our POs. Learn how to navigate the POs we send and the fulfilment documents you submit through the network. |
7. Process purchase orders and get paid
We encourage our suppliers to make sure that those who process our POs register for on-demand training. The teams who will benefit from this training include but are not limited to:
- network account administrators
- sales administrators
- warehouse and logistics personnel
- accounts receivable team members.
| Guide |
What it's about |
|---|---|
Submitting order confirmations |
On receipt of the PO, we request that you review it. Acknowledge receipt or notify us of any errors on the PO by following this guide. |
Use this guide for steps on how to submit ship notices (required for 47* POs). |
|
Use this guide for steps on how to submit service sheets (required for 48* POs with at least one line of type 'Service'). |
|
Use this guide for steps on how to submit invoices. Payment will be made in accordance with the relevant payment terms. |
We pay suppliers based on:
- the terms and conditions as per the contractual agreement
- our purchase order terms and conditions and in the PO when a contract does not exist
- confirmation that goods and/or services have been delivered or provided in accordance with a valid contract or PO
- a correctly rendered invoice through our recognised official channels including ABN and PO number.
Our standard payment term is 30 days from date we receive a compliant invoice. Other payment terms include the Security of Payment Act (SoPA) and Small Business as per NSW legislation.
Leaving your company (transferring Ariba admin rights)
To ensure uninterrupted access to your Ariba account use our transferring account administrator rights guide. Proper handing over of Ariba administration duties for suppliers is imperative. Your ability to access Sydney Water sourcing opportunities and manage POs is dependent on a stable connection between our Ariba account and your Ariba account.
Points of contact and enquiries
We're committed to responding promptly if you have queries. Knowing who to contact and providing the required information will help us respond more quickly.
If the information we provide in the quick reference guides doesn't address your concern, your point of contact depends on where you are in the supplier lifecycle and your query. We provide points of contact in the supplier guides. Here's a summary:
- Suppliers should manage their supplier information records by logging in to their SAP Ariba account. For supplier prequalification, registration and onboarding queries, email Business Connect at businessconnect@sydneywater.com.au or call 1300 690 399 (from overseas, dial +61 300 690 399) 8am–5pm Monday to Friday (except public holidays).
- For any queries relating to POs and invoices, use the email provided in the PO and quote the PO number. If you can, seek a resolution with the party listed on the PO. If you need to escalate an issue, contact your Sydney Water Contract Manager (if applicable) or other business contacts.
- For SAP Ariba product documentation and supplier support, visit the SAP Help Centre.
Frequently asked questions
Check our responses to the most common questions asked by suppliers.